How Do I Forecast Employee Leave Balances?

The Forecast Leave Balance report estimates each employee's annual, sick, and long service leave balances and financial liabilities at a future date. It is useful for payroll budgeting, end-of-year planning, and understanding upcoming leave costs.

In the desktop app

Open the Reports section and click Forecast Leave Balance in the Leave group.

1. Set the Forecast date to the future date you want to project balances to. The date must be later than the most recent completed pay for your selected employees.
2. Select the employees to include. You can select all or a subset.
3. Optionally tick Show Totals Only? to see a summary row without per-employee detail.
4. Click OK to generate the report. Use CSV Export to download the data.

In the online (web/mobile) app

Navigate to Reports in the sidebar and select Forecast Leave Balance from the Leave category.

1. Set the Forecast date: field to the future date you want to project balances to.
2. Use the employee list to select which employees to include.
3. Click Generate Report to produce the PDF. Once generated, use Download PDF, Export CSV, or Email Report as needed.

Understanding the report columns

• Current Balance ÔÇö the leave balance as at the employee's last completed pay, in hours.
• Accrual ÔÇö the projected leave accrual between the current date and the forecast date.
• Upcoming Leave ÔÇö approved leave requests and rostered leave shifts scheduled between today and the forecast date.
• Estimated Balance ÔÇö the projected balance at the forecast date, calculated as: current balance plus projected accrual minus upcoming leave.
• Current Liability ÔÇö the dollar value of the current balance using the employee's hourly rate.
• Accrual ÔÇö the dollar value of the projected accrual at the employee's hourly rate.
• Estimated Liability ÔÇö the dollar value of the estimated balance at the forecast date.

Accrual estimates are based on each employee's leave settings under Employees >> Leave >> Leave Settings. Employees who accrue leave per pay period are projected using their weekly hours and accrual rates. The report covers annual/holiday leave, sick/personal leave, and long service leave (where enabled).

Note: the report shows balances in hours. Liability figures are estimates only and depend on each employee's current hourly pay rate. Review leave settings if a projected balance looks unexpected.